04/16/1997 Agreement4 DAVID M. GRIFFITH & ASSOCIATES, LTD.
Professional Services for the Public Sector
1621 Metropolitan Boulevard, Suite 201
Tallahassee, Florida 32308
DMG 904.386.1101 Fax:904.386.3599
March 31, 1997
VIA FEDEX
Mr. John Carter
Office of Management & Budget
Monroe County
5100 College Road
Public Service Building, Wing II, Room 211
Key West, Florida 33040
Dear Mr. Carter:
David M. Griffith & Associates, Ltd. (DMG), on behalf of the Florida Counties floundation, is
pleased to submit this letter of agreement to assist Monroe County in the prepafgition df a Full
Cost and OMB Circular A-87 Cost Allocation Plan (CAP).
Our response is based upon the following:
Discussions with key County officials;
Our knowledge gained from conducting over 35 Cost AllocatiM Plans
annually in the State of Florida; and,
Our unparalleled expertise in the area of cost allocation and service cost
evaluations gained from our twelve years experience in the State of
Florida.
In 1994, the Florida Counties Foundation issued a Request for Proposal on a national basis to
solicit proposals from professional consulting firms to provide technical assistance to the
Foundation membership in the areas of Cost Allocation. As a result of that competitive
process, DMG was selected as the most qualified firm to provide these services. Because the
Florida Counties Foundation serves as the technical service provider for the Florida
Association of Counties, their mission is to assist counties in areas requiring specific expertise.
Monroe County, as a member of the Florida Association of Counties, has the opportunity to
avail itself of the services provided through the Foundation. Also, because the Foundation has
obtained our services through a competitive process, the County can contract with the
Foundation, thus avoiding the administrative burden of conducting your own competitive
bidding process.
As a result of our proposal to the Foundation, DMG has also offered discounted rates for our
services to the Foundation's members. The price quoted in this Letter of Agreement reflects
those discounted rates.
'4
DMG
Mr. John Carter
March 31, 1997
Page 2
The benefits realized by the County, as a result of conducting a Cost Allocation Plan, is as
follows:
✓ Identifies all the County's administrative services and those departments and funds
receiving services from these tax supported operations.
✓ Allocates the costs to those benefiting areas, based on defensible performance
measures.
✓ Develops a recovery program by which the County can reimburse its General Fund for
administrative costs.
(Special Note: Currently, cost plans conducted by DMG in Florida return over $85 million of
administrative costs to local governments)
The Work Plan that accompanies this Letter of Agreement has been tailored to the needs of the
County. It involves key County departments, draws from data used by the County in current
operations, and provides County personnel with information to manage current and future activities.
The Work Plan will provide assistance to the County as follows:
• Assure that full costs of General Fund -supported administrative overhead to
non -General Fund activities are identified; and,
• Assures that federal grants are charged the full amount of actual overhead
cost utilized, as allowed by OMB Circular A-87.
The Foundation's Fee Schedule for the completion of the Cost Allocation Plan is $8,500. The
Consultant will invoice the County sixty percent (60%) of the contract amount within thirty (30) days
of project initiation, thirty percent (30%) of the contract amount within sixty (60) days of project
initiation, and ten percent (10%) upon completion of the project. We can begin this study within
fifteen (15) days of Notice -to -Proceed. This Plan can be completed within sixty (60) days of project
initiation.
40
DMG
Mr. John Carter
March 31, 1997
Page 3
We welcome the opportunity to be of service to Monroe County on this very important project and
look forward to meeting with County officials to discuss this letter and respond to any questions.
Si cerely,{/��•
Betty O. Armstrong
Vice President
BOA/taa
xc: Vivian Zaricki - Florida Counties Foundation
ACCEPTANCE.
On behalf of Monroe County, the Board of County Commissioners hereby agrees to the contents of
this letter.
BOARD OF COUNTY COMMISSIONERS
MONROE COUNTY
ATTEST:
.41 ,•
1^M' r/Chaff an
NTTE§T: s
Kohlage, Clerk
ATTEST:
DeputyBY: ZZA64,
CONSULTING CORPORATION
DAVID M. GRIFFITH & ASSOCIATES, LTD.
ATTEST:
BY:
Betty O. ArrrAtrong, Vice President
ATTEST: f�
BY: �'" �J- �•
CORPORATE SEAL:
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MONROE COUNTY
COST ALLOCATION PLAN (CAP)
Work Plan
This work plan is concerned with those tasks necessary to develop data needed for the two cost
allocation plans and come to successful completion of each plan. It should be noted that each
task is not necessarily a critical step in the process of completing the project. For example, the
development of allocation base data (Task #9) will be conducted throughout the project as data
reports are received, and interviews with County staff (Task #7) will be held throughout the period
of on -site work, depending on the availability of appropriate County staff.
Task 1. Prepare Schedule of Required Financial/Statistical Data. Due to our
experience in preparing cost plans for counties of similar size and structure, the
DMG project team is familiar with pertinent financial/statistical reports maintained
by the County and the nature of productivity/workload distribution data recorded by
its administrative support units. Before beginning on -site work, a schedule of these
reports will be prepared and presented to the appropriate County personnel to
initiate the collection of data required for the project.
Task 2. Review Data for Changes in Account Code/Organization Structure. Budget
documents, organizational charts and year-end financial reports will be reviewed to
determine what organizational changes may have been implemented during FY
1995-96 and are expected for FY 1996-97. Such changes may indicate changes
in the structure and format of cost centers reflected in cost plan detail. This task
includes preparation of a schedule of all cost center codes under which
expenditures were recorded and careful comparison to previous years' schedules.
During this initial review of expenditure data, certain critical data such as salary
expense per index will also be recorded.
Task 3. Review the County's Inventory of Federal/State Grant Programs. Review of
financial reports and discussions with appropriate County staff will be conducted to
determine the structure of cost centers needed in the A-87 Plan to best suit the
grants management needs of the County.
Task 4. Meet with County Staff to Confirm Organizational Changes and Cost Center
Classifications. Based upon the result of Task 2, the Project Manager will meet
with appropriate County staff to confirm any evident changes, determine their
impact on the plan structure, and discuss any other changes in plan structure that
may better serve the present and future needs of County management.
MONROE COUNTY
COST ALLOCATION PLAN (CAP)
Page 2
Task 5. Analyze/Record ISF Direct Costs and Direct Billings. An accurate presentation
of residual costs associated with the operations of the County's ISF units is the
single most critical issue in the preparation of the Plan. The level of detail
contained in the County's statistical reports of direct billings per cost center and the
required care in preparing this information make this task critical in preparing the
Full Cost Plan.
Task 6. Establish and Classify Plan Cost Centers. The level of detail within the
County's code structure required for cost centers to be reflected in the plans will be
determined. Each cost center will be classified either as a "central service" (source
of indirect costs) or "receiving" (receiver of indirect costs) department for plan
purposes. From these determinations, the basic structure of the plans will be
developed using the New Griffith Cost System II (NGCSII) software.
Task 7. Interview Central Service Staff. Interviews with managers of appropriate County
staff will be scheduled and held to carefully determine what variety of distinct
administrative functions may exist within a single administrative cost center. The
best rationale for distributing the administrative unit's costs across those internal
functions and the best available statistical indicator to be used for allocating each
functions costs to user cost centers will also be identified.
Task 8. Record Administrative Costs. Actual costs of each administrative cost center for
the year ended September 30, 1996 will be recorded and distributed by functional
activity using NGCSII.
Task 9. Develop Allocation Base Data. This task of the project involves the analysis of a
diverse variety of statistical reports and other information collected as the best
available indicators of relative levels administrative support provided by
administrative units to their respective users. Depending upon the level of cost
center detail reflected in these reports, allocation base data will be summarized or
extrapolated to correlate with the level of detail upon which the plans will be
structured. Follow-up discussions with appropriate County staff may be necessary
to complete this task.
Task 10. Review Administrative Cost Centers for Costs Recovered by Direct Billings,
Budget Transfers, etc. Occurrences of reimbursements to administrative units
directly or to the General Fund which may not be readily apparent from financial
records reviewed will be determined. These costs will be examined and
appropriate adjustments of allocable cost will be made.
MONROE COUNTY
COST ALLOCATION PLAN (CAP)
Page 3
Task 11. Supervise and Verify Data Entry. The Project Manager will be responsible for
supervising and verifying the accuracy and completeness of data entered into
NGCSII. Advanced data editing and verification capabilities are major
enhancements incorporated into the current DMG software.
Task 12. Review First Drafts of Full -Cost Plan. The Project Manager will carefully review
the summary and detail schedules produced in the Full -Cost Plan for accuracy and
clarity of presentation. This analysis will be presented in worksheet form to
appropriate County staff to assist their review of the first drafts.
Task 13. Present First Drafts and Workpapers to the County. The desired number of
copies of the first drafts of Full -Cost Plan will be presented to the County along with
the comparative analysis described above and a written report explaining any
significant changes reflected in the first draft. Any material weaknesses in the plan
which might be remedied by improved cost or allocation base data will also be
highlighted in this report. This task also includes time devoted to receiving and
responding to questions and comments received from County staff during their
review of the draft plans. During this period of review, all workpapers used in the
preparation of the plan will be available to County staff upon request.
Task 14. Revise Plan to Final Form and Present to County. Following completion of the
County's review of the draft plans and receipt of any requests for changes, plan
data will be revised and the desired number of copies of each plan will be
presented to the County.
SWORN STATEMENT PURSUANT TO SECTION 287.133(3)(a),
FLORIDA STATUTES ON PUBLIC ENTITY CRIMES
THIS FORM MUST BE SIGNED AND SWORN TO IN TILE PRESENCE OF A NOTARY PUBLIC OR
OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS., This sworn statement is submitted
to Monroe Countv
[print name of the public entity]
by Betty 0. Armstrong, Vice President
(print individual's name and title]
for David M. Griffith & Associates, Ltd.
[print name of entity submitting sworn statement]
whose business address is
1621 Metropolitan Blvd., Ste. 201
Tallahassee FL 32308
and (if applicable) its Federal Employer Identification Number (FEIN) is
36-2897743
(If the entity has no FEIN, include the Social Security Number of the individual signing this sworn
statement:
1 understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), Florida Statutes. =cans a
violation of any state or federal law by a person with ."espect to and directly related to the transaction of business
with any public entity or with an agency or political subdivision of any other state or of the United States,including,
but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or
political subdivision of any other state or of the United States and involving antitrust, fraud, then, bribery,
collusion, racketeering, conspiracy, or material misrepresentation.
1 understand that "convicted" or "conviction" as defined in Paragraph 287.133(1)(b), Florida Statutes, means a
finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or
state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result
of a jury verdict, nonjury trial, or entry of a plea of guilty or nolo contendere.
I understand that an "affiliate" as defined in Paragraph 287.133(1)(a), Florida Statutes, means:
1. A predecessor or successor of a person convicted of a public entity crime; or
2. An entity under the control of any natural person who is active in the management of the entity and who has
been convicted of a public entity crime. Theterm "affiliate" includes thoseofficers,directors, executives, partners,
shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership
by one person of shares constituting a controlling interest in another person, or pooling of eyuipmeat or income
among persons when not for fair market value under an arm's length agreement, shall be a prima facie ea —'se that
one person controls another person. A person who knowingly enters into a joint venture with a person who has
been convicted of a public entity crime in Florida (luring the preceding 36 months shall be considered an affiliate.
I understand ilia( a "person" as defined in Paragraph 287.133(1)(e), Florida Statutes, means any natural person
or entity organized under the laws of any state or of the United States with the legal power to enter into a binding
contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity,
or which otherwise transacts or applies to transact business with a public entity. The term "person" includes those
officers, directors, executives, partners, shareholders, employees, members, and agents who are active in
management of an entity.1.2.3.4.5.
Based on information and belief, the statement which I have marked below is true in relation to the entity
submitting this sworn statement. [Indicate which statement applies.l
X Neither the entity submitting this sworn statement, nor any of its officers, directors, executives,
partners, shareholders, employees, members, or agents who -are active in the management of the entity, nor
any affiliate of (lie entity has been charged with and convicted of a public entity crime subsequent to July
1, 1989.
The entity submitting this sworn statement, nor any of its officers, directors, executives, partners,
shareholders, employees, members, or agents who are active in the management oftheentity, nor an affiliate
of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.
The entity submitting this sworn statement, or one or more of its officers, directors, executives,
partners, shareholders, employees, members, or agents who are active in the management of the entity, or
an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1,
1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida,
Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that
it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor
list. [Attach a copy of the final order]
6. 1 UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER
FOR THE PUBLIC ENTITY IDENTIFIED ON PARAGRAPH I (ONE) ABOVE IS FOR THAT PUBLIC
ENTITY ONLY AND, THATTHIS FORM IS VALID 7-1[ROUGHDECEMBER31 OF THE CALENDAR
YEAR IN WHICH 1T IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE
PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD
AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES FOR CATEGORY TWO OF ANY
CHANGE 1N THE INFORMATION CONTAINED 1N THIS FORM.
ignaturel 0 '
Sworn to and subscribed before me thiso day of 1 AQ� , 19 - t
Personally known
OR Produced identificatio
(Type of identification)
Form PUR 7068 (Rev. 06/11/92)
Notary Public - State of Vlorkrka
My Commission expires t7
r-r-
(Printed typed or stamped
commissioned name of notary puiiiic)
Patricia A. Al'
< ;•+�`.' hire ,
Notary Public, State of Florida
;? e' Commission No. CC 597265
My Commission Exp. 10/29/2000'
< Bonded Through FL. Notery Service & Bonding Co.
CKCCCCCCCCCCCCCCCKCCCKCCCCCCCKCCCCCCCCCKCCCK� •
NON -COLLUSION AFFIDAVIT
I,Betty 0. Armstrong for David M. Griffitlbfthecity
& Associates
of Tallahassee according to law on my oath, and under
penalty of perjury, depose and say that;
1)1am a representative of DMG
Proposal for the project described as follows:
Cost Allocation Plan
the bidder making the
2) The prices in this bid have been arrived at independently without collusion,
consultation, communication or agreement for the purpose of restricting competition, as
to any matter relating to such prices with any other bidder or with any competitor;
3) Unless otherwise required by law, the prices which have been quoted in this bid
have not been knowingly disclosed by the bidder and will not knowingly be disclosed by
the bidder prior to bid opening, directly or indirectly, to any other bidder or to any
competitor; and
4) No attempt has been made or will be made by the bidder to induce any other
person, partnership or corporation to submit, or not to submit, a bid for the purpose of
restricting competition;
5) The statements contained in this affidavit are true and correct, and made with
full knowledge that Monroe County relies upon the truth of the statements contained in
this affidavit in awarding contracts for said project.
STATE OF Florida(D.
(Signature of idder)
COUNTY OF Leon
DATE
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
Betty 0. Armstrong who, after first being sworn by me, (name of
individual signing) affixed his/her signature in the space provided above on this
day of , 19 �l
My commission expires:
NOTARY PUBLIC
OMB - MCP FORM #1 Patricia A. Allaire ;
Notary Public, State of Florida ;
.i Commission No. CC 597265 >
< .... My Commission Exp. 10/29/2000; '
< Bonded Through Fla. Notary Service & Boding Co.
<CCCCCCCCCCCCCCCCCtKCCCCCCCCCCCCCCCttCCCCttCCCttC� '
•"•' �l • 1 ••1
• a 01 Role)•1;_11'•
ETHICS CLAUSE
Betty 0. Armstrong of David M. warrants that he/it has not employed, retained
Griffith & Associates
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance no. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former County officer or employee.
ignature)
Date: - �2- a - S -)
STATE OF Florida
COUNTY OF Leon
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
_Betty 0. Armstrong who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided above on this -a3 day of
Tatr \ C. % 0. /k. &QW ram. _
NOTARY PUBLIC
M commission expires: �»»»»�»��j}��»��
Y P < ,:�.:•. Patricia A. Allaire >
' + Notary Public, State of Florida ;
Commission No. CC 597265
"My Commission Exp. 1012912000;
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DRUG -FREE WORKPLACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that:
David M. Griffith & Associates, Ltd.
(Name of Business)
1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that
will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining
a drug -free workplace, any available drug counseling, rehabilitation, and employee assistance programs,
and the penalties that may be imposed upon employees for drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that are under bid a
copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notify the employees that, as a condition of working on the
commodities or contractual services that are under bid, the employee will abide by the terms of the
statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any
violation of Chapter 893 (Florida Statutes) or of any controlled substance law of the United States or any
state, for a violation occurring in the workplace no later than five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation
program if such is available in the employee's community, or any employee who is so convicted.
G. Make a good faith effort to continue to maintain a drug -free workplace through implementation of this
section.
As the person authorized to sign the statement, I certify that this firm complies fully with the above
requirements.
IL4 Z L_ , - 6-,
Bidder's Signature
Date
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